JOB DESCRIPTION
Fleet Administration Specialist – PIVOTAL
London, United Kingdom
About us
As a newly merged powerhouse, InMotion Ventures 3 brings together two groundbreaking brands, PIVOTAL + THE OUT. United by a shared mission to reshape the future of vehicle usership and redefine the standard of the automotive client experience. While both brands are part of the same forward-thinking company, they operate as distinct entities with their own missions, products, and services. By joining InMotion Ventures 3, you’ll be working across both PIVOTAL + THE OUT, playing a key role in revolutionising the way people access and experience luxury automotive services.
About the Role
Do you have great attention to detail? Are you a strong team player with fleet management and fleet maintenance experience? If so, come and join the Pivotal team as a Fleet Admin Specialist.
With a direct reporting line to the Fleet Admin Team Leader, the Fleet Admin Specialist has full accountability for ensuring vehicles are prepped to the standard set and ensuring the vehicles come out of work in a timely manner.
The role is full-time and (currently) based from home, with the requirement for travel to our offices in central London (Kings Cross). Pre-arranged visits to our preparation centres or for training and team days may also be required.
Key Responsibilities
1. Generate Vehicle recharging reports to recover damage costs inline with BVRLA standards.
2. Authorise, investigate, and follow up with VOR vehicles with dealerships and approved workshops.
3. Ensure all vehicle data is up to date and compliant with required legislation including Road Fund Licence.
4. Work with vehicle prep and the delivery team to review standards and drive improvements where required.
5. Carry out administration processes to defleet vehicles at the end of life.
6. Communicate with internal sales & customer service teams to ensure the vehicles and deliveries meet customer requests.
7. Fleet troubleshooting and resolution of any issues during the lifecycle of the vehicle both internal and external.
8. Safeguard and oversee vehicle inspection reports after each vehicle movement.
Skills & Experience
1. Minimum 3 years automotive experience (at a retail, aftersales, OEM, mobility level or rental car).
2. Understanding and interest in product detail and specifications.
3. Outstanding attention to detail, focus, and organization in a fast-moving environment.
4. Ability to respond to last-minute schedule changes and work in a fast-paced environment.
5. Methodical thought process, experience in using systems.
6. Customer satisfaction focused.
7. Passion for a fast-paced growth business and desire to be part of a high-performing team.
8. Ability to build and maintain relationships and manage conflict.
9. Strong interpersonal skills.
Technical requirements & experience
1. Evidence of strong organisation and planning skills.
2. Understanding and experience of vehicle product, aftersales, and logistics processes.
3. Understanding of insurance claims process.
4. Experience demonstrating a strong attention to detail and evidence of achieving and exceeding high levels of customer service.
5. Requirement to manage high volumes of tasks and manage completion within defined timeframes.
6. Preferred knowledge of Sales Force or similar CRM systems.
What we offer
1. Permanent contract.
2. Hybrid working environment.
3. 25 days annual leave plus bank holidays.
4. An extra day off per year for your birthday.
5. 2 additional discretionary days off to be used for volunteer work.
6. Competitive salary with discretionary bonus scheme.
7. Be part of a fantastic growing team passionate about revolutionising the way our customers drive Jaguar Land Rover cars.
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